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Modern office access control allows for streamlined, secure processes; monitoring staff and visitor attendance via one integrated system.

As employers continue to adapt to the varied attendance patterns associated with hybrid and flexible working, smart access control systems are key in protecting business-critical data, physical assets and of course, staff. In order to keep both people and property safe, you need to know exactly who is allowed in. Where legacy systems face issues such as a lack of timely software updates, delays in replacing and updating components, and an inability to scale according to the growing needs of the business, today’s smart access control systems offer enhanced security, unparalleled convenience, and ease of access.

Approaches to managing access control systems have also evolved. By moving from less secure local server setups to cloud-hosted systems, you can benefit from greater security and reliability, while removing the need for onsite infrastructure management. Access control solutions allow you to make sense of how your office is being used. Real-time logs and reports based on employee patterns and behaviours allow you to improve the utilisation of your facility. Cloud-based access control is essential for organisations looking to futureproof their security infrastructure.

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Types of access control for offices

Door Entry Systems

There are many types of access control. Stand-alone access control is the simplest, whereby all the equipment required to secure your office is in the door. Access is granted via a predetermined code entered into a keypad, by scanning a card or fob, or providing a biometric terminal.

Card or key fob access is common as they are inexpensive and easy to use. Data can also be collected, allowing you to control numerous elements and assign personal profiles to each employee. Biometric readers require employees to use facial or fingerprint credentials to gain entry, making it virtually impossible for trespassers to gain unauthorised access.

mobile access control

Mobile Access Control

Mobile devices have become an essential part of our day-to-day lives. Mobile credential access control is built with the modern workplace, hybrid-flexible work, and worker experience in mind. Connected to a secure management dashboard, you can instantly grant, disable, and manage permissions from anywhere at any time, for one site or many, via one cloud-based server. Mobile access control allows devices like smartphones and smartwatches to be used instead of key cards or fobs.

With an access control app, like Airfob Space, employees can simply tap their device, with the credential required, onto the reader at the door to gain access. Mobile access credentials are more secure than physical cards as you don’t run the risk of them being lost, stolen, or borrowed. This in turn will reduce the time HR and facilities staff spend re-issuing physical cards, as mobile credentials can be re-issued within minutes.

act 365 cloud access control migration

Visitor Management Access Control

 Your front desk is your first line of defense against unwanted or unapproved visitor’s. Core Visitor and Contract Visitor management systems allow you to fully monitor and allow only approved guests into your workplace.

With the ability to record who the person is, what type of visitor they are, when they arrived, when they left and how often they visit, you can manage your visitors and contractors quickly and efficiently, saving your business time and money. Gone are the days of printing and filing paper documents, handwriting badges, or tracking down employees when their guests arrive. You can automatically send arrival details to relevant employees and verify or sign documents ahead of time.

Ensuring contractors are properly checked before and when they arrive on site is a requirement for health and safety compliance. A Contract Visitor management system allows you to pre-plan contractor arrivals by issuing emails in advance that include questionnaires for completion, induction information and permit reviews.

car park barrier

Gates and Barriers

Physical gates and barriers that prevent unauthorised entry can be used inside your building at front desks, or externally at car park entrances. Tripod turnstiles, full-height turnstiles, and speed gates or interlocking doors can all incorporate access cards or key fob readers, refusing entry to unauthorised personnel. Turnstiles with attendance tracking systems can record entry and exit times, helping monitor attendance patterns, and evaluate building usage by both employees and visitors.

Restricting access to parking facilities will reduce the risk of unauthorised parking or loitering. Barriers will discourage those who don’t work in your office, ensuring spaces are available for those who do or for authorised visitors only. Car park barriers can also be integrated with access control systems, allowing for the seamless management of parking access permissions and security measures.

How cloud access control benefits offices

Cloud access control provides an advanced level of physical security. You can remotely control and manage your office via an integrated security system that uses a single off-site server. You can control all doors and set up different security parameters that allow multiple levels of access. This zonal control can be used to ensure only authorised individuals have access to sensitive areas. Incidents such as failed authentication attempts or entry into restricted zones trigger alerts to managers in real time. This not only prevents theft but also saves you from potential financial and legal repercussions linked to data breaches.

OLS Connect, our custom-built cloud-based integration platform, works with existing office management systems, is fully customisable to your individual office requirements, and works with both API and flat file integrations. This means that if you already have a legacy door entry system in place, we can integrate and migrate your solution to the cloud.

Access control systems can also be integrated with HR applications including time and attendance, staff records and payroll systems. This will allow you to control the access and security of your building whilst recording the time keeping and attendance of employees and their associated pay. Employees can use the same access card or biometric reading system to access the building and record their working hours which can be directly linked to payroll, so they get paid for the exact number of hours they are in the business.

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The advantages of Office access control systems

Create a safer, more convenient work environment for employees, ensuring no loss of productivity due to common incidents like key card or key fob loss.
No longer pay for physical servers, associated upgrades or a dedicated IT team. New features, security measures and updates are applied automatically.
Integrates seamlessly with existing management and HR solutions, allowing you to manage everything from one integrated platform.
Keep track of who comes and goes with real-time data and insights about building and room usage, visitor management and room booking.
Protect against unwanted visitors and prevent against data breaches.
Flexible, scalable, and fully customisable software working with both API and flat file integrations hosted in the cloud can be seamlessly integrated for one site or across multiple.

The advantages of Office access control systems

Office access control services

fingerprint access control

Keypad access

Keypad access provides a streamlined check-in process that allows members quick access to the facility, without the need for manual verification. With a code, employee and visitor entry and exit times can be tracked, providing valuable data on building usage patterns and employee attendance.

door entry access control

Intercom access

Intercoms provide a convenient way to grant authorised access, by allowing a means of two-way communication prior to entry. Flexible and cost-effective, intercoms can provide 24-hour access without using physical security. The system can be used both externally and internally, and unlike a key card or fob, intercoms allow you to vet a person, choosing whether to grant access.

fob access

Card swipe

A key card or key fob is a security credential that you tap, swipe, or insert into a reader that grants or restricts access, preventing security breaches and unauthorised access. Each card or fob holds unique user credentials that must align with the permissions logged in the database before access is granted.

mobile access control

Mobile credentials

A mobile-first access control solution utilises employee devices – their smartphone or smartwatch – to hold a digital credential. When accessing the office, an employee simply shows their smart device to the proximity ready. Mobile credentials provide convenience as they are stored on one’s phone that is always carried with them. It also reduces the risk of having lost and stolen key cards.

There are many benefits of office access control systems, the main being the increased security it provides. Other benefits include increased ease of access, the ability to track and monitor who enters and leaves your office, and the prevention of unauthorised personnel from entering your building.

Office access control systems give you complete control over who enters your office and/or specific areas within your building. A preconfigured door lock system is attached to your door that only allows entry when someone enters or scans the predetermined credentials (code, tag, ID card, biometric profile). They can also provide detailed reports on how employees and visitors move about your building at the touch of a button.

Simple and easy to manage with training provided, our office management systems provide ongoing cost savings on administration time, due to its automated processes and single interface. You will no longer need to manually input data onto multiple systems or spend time correcting errors. Everything will be available to you from anywhere at any time via the cloud.

Yes, cloud-based access control allows you to easily scale your business each time you expand to a new location, or your facilities and staff numbers increase. These systems can support you with potentially global growth, processing large numbers of users without having to install server boxes in every building like you would with traditional access control.

No, we provide a survey to determine what needs upgrading and oftentimes, we can integrate our solutions with your current systems. Bespoke integrations can be built with your existing systems via an API or flat file integration. By integrating your solution with the existing workflows and applications your business already uses, you can permit automatic processes and delegate tasks across the whole organisation with ease.

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